Payroll record keeping

Produced by Tolley in association with

Employment Tax

Guidance

Under SI 2003/2682, reg 97(1), “An employer must keep and preserve for not less than three years after the end of the tax year to which they relate all PAYE records which are not required to be sent to HMRC...”. Reasons for keeping the records include:

•
being able to calculate tax and NIC
•
ensuring compliance with legislation
•
proving that employees have been paid any statutory pay that they are entitled to

The GOV.UK website gives guidelines on the retention period for other payroll related records.

Records which must be kept include those relating to pay rates, tax and NIC deductions. Employers should also keep records of training, employment history and terms and conditions of employment.

Basic information needs to be kept in relation to employees. As a minimum, this should include:

•
name: surname and full forenames
•
home address
•
date of birth
•
national insurance number (NINO, if known)
•
gender, see below

With regards keeping records of gender, some employers are wary of collecting this for fear that

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Ian Holloway

Payroll and Reward Consultant , Employment Tax, Personal Tax

Ian has been in the payroll profession for over 30 years, processing payrolls from all sectors, large and small. He moved from hands-on exposure in 2011 to become involved in educating the profession. His wide-ranging experience and up-to-date knowledge ensures he can impart this information to UK professionals through course material, social media, newsletters and face-to-face presentations.However, educating the profession cannot be achieved without knowing how the profession works on a day-to-day basis and involvement with hands-on administration is essential. So, today, Ian operates as a consultant and advisor and is involved with a vital aspect of the payroll and reward environment, that of working with the software that does a lot of the hard work for the profession.The return to being involved in a hands-on environment has not stopped his desire to inform, educate and train the UK payroll profession. Indeed, this is now better-achieved, as he can draw on real processing situations.Ian approaches education and communication very much from the perspective of how this will impact the software, the employer and the worker. So, whilst the legislation is vital, compliance and effective communication are paramount.Ian is Companion of the Institute for Certified Bookkeepers (ICB), committee member of the British Computer Society (BCS), a committee members of the ICAEW’s Tax Faculty and a Fellow member of the Chartered Institute of Payroll Professionals (CIPP).

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